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Directors' Notes 08-29-18CITY OF POWAY MEMORANDUM TO: Tina White, City Manager FROM: Nancy Neufeld, City Clerk DATE: August 29, 2018 SUBJECT: City Clerk’s Office Notes (August 15 – August 28, 2018) PUBLIC RECORDS REQUESTS Completed: Pending: Deadline Reminder The September 4, 2018 meeting has been cancelled. Due to the Labor Day holiday, agenda reports for the September 18, 2018 City Council Meeting are due Friday August 31 by 9:00 a.m. NOVEMBER 6, 2018 ELECTION The Candidate List has been finalized and posted to the City Clerk’s elections webpage. The candidates are listed in ballot order by their respective seat. Also included is their ballot designation and contact information. Name Subject of Request Jon Ryan Additional Questions Related to the Claims Info Provided AEI Consultants Open Violations, Building Code Requirements for 14215 Midland Road AEI Consultants Fire Code Violations for 14215 Midland Road BDR Inc Permits, Open Violations, Certificates of Occupancy, Plot Plan RE: 13424 Silver Lake Drive Coral Fenech Zoning GIS Shapefiles Amm Recovery Outstanding Warrants Check List San Diego Taxpayers Educational Foundation Fixed & Variable Revenue & Expenses to Homelessness or Housing Stability Services in Accordance with HUD Elite RFP's or Bid Responses for Security Officers or Patrol Services Issued in Past 6 Years Precision Estimating Services Proposals for Mickey Cafagna Community Center Carlin Law Group Bid No. 19-002 Community Park Electrical Upgrades Project Name Subject of Request Jonathan Ryan #1 & #2 All City Councilmember Emails; City Employee Emails (listed) Susanne Godoy Single Family Open Code Violations for Past 6 Months Cozen O'Connor Building Permits 2007-2009 for 14170 Kirkham Way City Clerk’s Office Notes – August 29, 2018 Page 2 Aug. 15 – Aug. 28, 2018 Fiscal Year To Date Agreements Processed 9 25 Legal Ads Placed 9 17 Recorded Documents 9 33 Council Meeting DVDs 0 0 Notary Requests 0 2 Oaths of Office Administered 4 18 Subpoenas/Summons Processed 1 2 Public Records Requests 10 42 Permanent Records Archived 174 920 Election Related Inquiries 3 11 CITY OF POWAY MEMORANDUM TO: Tina White, City Manager FROM: Brenda Sylvia, Director of Community Services DATE: August 29, 2018 SUBJECT: Community Services Department Bi-Weekly Report Upcoming Events Date Time Location Night Fishing Aug 31 & Sept 1 8pm–11:30pm Lake Poway Kid’s Night Out Sept 7 4:30pm–9pm Community Park Fall Camping Series Sept 14-15 5pm–10am Lake Poway Teen Backyard Movie Night Sept 15 5pm–9pm Old Poway Park Night Fishing Aug 31 & Sept 1 8pm–11:30pm Lake Poway Kid’s Night Out Sept 7 4:30pm–9pm Community Park Fall Camping Series Sept 14-15 5pm–10am Lake Poway July Stats: Facility Rentals Total Revenue Indoor and Outdoor (buildings, parks, gazebos, fields, etc.) $36,099 Lake Poway Total Revenue Fishing, Boating, Parking & Archery Permits $47,778 Camps & Classes Total Revenue Day/Specialty Camps & Contract Classes $24,265 Volunteers Total Hours Reserve Rangers, Docents, Ushers & Teens 669 CITY OF POWAY MEMORANDUM TO: Tina White, City Manager FROM: Bob Manis, Director of Development Services DATE: August 29, 2018 SUBJECT: Director’s Notes PLANNING Stop Work Notice Issued For Unauthorized Work on Hettick Property Last week Engineering and Planning staff inspected the vacant Hettick property located at 13975 Rancho De Oro Road in the Millards Ranch area above Poway Grade after becoming aware that unauthorized work had been undertaken at the site for the purpose of installation of a septic system. The Hetticks are currently processing an MDRA and working through site design issues for a new single family home and accessory dwelling unit on the property. Since the MDRA has not been approved at this point, no site work (grading or construction) is allowed. As part of the MDRA review the applicant is working with the City and the Wildlife agencies (US. Fish and Wildlife and CA Fish and Wildlife) to address project impacts to habitat and a proposal to swap out areas of an existing Biological Conservation Easement (BCE) with non-BCE habitat areas on the property to accommodate the proposed development building footprint including the required fire fuel management zones. With the recent unauthorized site work there is concern that may have been encroachment into the BCE. Staff is working with the Hetticks to address and resolve the matter. CAPITAL IMPROVEMENTS WTP Chemical Building & Tank Farm Upgrades Project The project bid has been cancelled due to numerous contractors indicating an extended lead time on manufacturing the valves being replaced as part of the project scope. The valve replacement requires numerous shutdowns of the treatment plant which need to be completed during winter months due to lower water usage during that time of year. To ensure that shutdowns can occur during the winter months, the bid will be re-advertised in February 2019 for construction in the following winter. FY 17-18 ADA Barrier Removal – Lake Poway Pathways Project Bids were opened on August 14, with five contractors submitting bids. The project was bid with additive alternates to allow for the possibility of adding additional work at the time of award, should the bids come in low enough. All five bids, not including any additive alternates, were over the total project budget. Funding for this project is through the CDBG Director’s Notes August 29, 2018 Page 2 grant and no additional funds are available. On August 21, the City Council approved the rejection of all bids and the re-advertising of the project with a revised scope that will keep the project within budget. Mickey Cafagna Community Center Project The 50% design submittal has been received from the consultant. The submittal will be routed for review by City staff and the Estimating Consultant. 2018-2019 Citywide Striping Project Striping of the odd numbered Pavement Management Zones is ongoing. Zones 1 and 3 are 25% complete, Zone 5 is 80% complete and Zone 7 is 95% complete. LAND DEVELOPMENT General Atomics Building A40 Conduit Duct Bank City staff has received the second submittal of the improvement plans for the fiber optic duct bank and vaults proposed along Crosthwaite Circle and Stowe Drive (a portion east of Crosthwaite Circle). Chick-fil-A City staff has received the second submittal of the grading plans associated with the Chick- Fil-A restaurant proposed on Poway Rd. Affleck Residence The applicant has submitted mylar grading plans for the proposed single-family residence on Oak Canyon Road. Staff is waiting on the submittal of the securities and the Storm Water Facilities Maintenance Agreement to be finalized before proceeding with the grading permit. Bourgeois Subdivision The engineer of record has submitted redlined record drawings for the water improvement plans for the 3-lot subdivision off of Millards Road. The owner has requested a list of remaining items left to complete in order to close out the improvement plan project and the grading permit. City staff has provided a complete list of remaining items to the owner. Trading Post The applicant has submitted the grading and improvement plans for third review of a mixed- use development located on Poway Road between Community Road and Bowron Road. Davis Residence The applicant has submitted for second review of a boundary adjustment moving the property line between Lots 4 and 5 of the Murel Trails Subdivision. Director’s Notes August 29, 2018 Page 3 Pouliot Residence Redlined record drawings have been submitted for review of the illegal grading and retaining wall at a residence on Northcrest Lane. Poway Valley Center The applicant has provided record drawings for the water improvement plans associated with the improvements to the Poway Valley Center shopping plaza on Poway Road. The additional water easement capturing the portion of the water main that was re-aligned due to a previous construction change has been recorded. Sage Highlands The applicant has provided record drawings for the grading plans associated with the 10- lot subdivision off Pomerado Road. STORMWATER City staff is working with our consultant D-Max Engineering, Inc. to prepare the Jurisdictional Runoff Management Program (JRMP) Annual Report. The Annual Report will summarize the following components of the City’s storm Water program including illicit discharge detection and elimination, development planning, construction management, existing development compliance for municipal, commercial, industrial and residential sites, public education and fiscal analysis. The final JRMP Annual Report will be provided to the Water Quality Improvement Plan (WQIP) group by the requested deadline which is expected to be in late September 2018. The WQIP group is responsible for incorporating the JRMP Annual Report forms into the WQIP Annual Report for each watershed and submitting to the Regional Water Quality Control Board by January 31, 2019. INSPECTION Ridgeview Industrial Phase II Kirkham Way (G16-0013) - A final punch list walkthrough was conducted. Completion of all asphalt punch list items on Kirkham Way have been completed, leaving only slurry seal placement along Kirkham Way. Slurry seal limits are being discussed prior to placement. Director’s Notes August 29, 2018 Page 4 General Atomics Parking Lot Danielson Street (G16-0012) - A punch list walkthrough was performed. City staff met with the General Atomics representative and the project contractor to discuss remaining items. Poway Stowe Properties Crosthwaite Circle (G17-0001) - The contractor has completed bio-basin grading and contouring. Bio-basin irrigation and landscape are scheduled to begin this week. Removal and replacement of the curb and gutter, driveway approach, and ADA ramps at the intersection of Stowe Drive and Parkway Center Drive have been completed. Poway Valley Center H2o Poway Road (WI17-004) - Punch list work for both the water line and Little Sprouts Daycare is complete. All punch list items have been completed. The project inspector has signed the request for occupancy form. Work within Poway Road right-of-way continues. The contractor has installed conduit, intercepted the existing SDG&E electrical line in the street and completed backfill. Street restoration is scheduled to begin the end of next week. Sage Highlands Pomerado Road (G16-0002 & STI16-001) - Punch lists items for grading and improvements are nearing completion. The final punch list walk will be scheduled once the contractor has completed all items. Thibodeaux Residence Lomas Verdes Drive (G14-0017) - The contractor has placed the footing for the new portion of retaining wall. This footing replaced the non-conforming footing and wall which was previously built. After removal and then placement of the new footing the contractor began wall construction. This newly constructed wall was found to be built with a curve that is not per the approved plan and will need to be addressed. Poway Tech Center West Flint Place, Dearborn Place, Paine Place (G17-0003) - Forming of curb for the parking lot for Buildings 1 and 6/7 continues. Installation of tilt-up panels for Buildings 11, 12/13 and 18 took place last week. Bourgeois Residence Millards Road (G15-0003) - The owner requested a release of his grading bond. The inspector conducted a punch list inspection generating a list to confirm completion. Several items, including what appeared to be a possible grading violation were noted. A stop work notice requiring staking to confirm disturbance within the conservation easement limits on Lot 1, and a punch list was provided to the owner. One of the three graded lots was sold and the new owner began work prior to completion of project approval. Some of the work done was within the biological conservation easement. Work continued and a stop work notice was issued to the new property owner. Director’s Notes August 29, 2018 Page 5 Filhart Residence Improvements Old Coach Road (WI18-001) - The water improvement preconstruction meeting has been held. Prior to construction an AT&T line was found to conflict with the proposed water line. The project engineer will work with City staff to correct. Simeone Residence Old Winemaster Way (MDRA17-033) - The preconstruction meeting for this single-family residence has been held. Neal Addition Tierra Bonita Road (MDRA17-035) - The preconstruction meeting for this single-family addition has been held. Kassen Residence Skyridge Road (MDRA16-001) - The preconstruction meeting for this single-family residence is scheduled for this week. SCHEDULED ROAD/LANE CLOSURES Possible lane closure on Kirkham Way between General Atomics Way and Stowe Drive, both directions, for work related to the Ridgeview Industrial Project. Lane closure Twin Peaks at Silverset, Twin Peaks at Community Rd and Twin Peaks at Midland Road in all directions for work related to the Traffic Signal Controller Upgrades project. Lane closure Community Road from Stowe Drive to Twin Peaks Road both directions for work related to the SDG&E electrical line project design. Lane shift Espola Road southbound lane between Northcrest Lane and Twin Peaks Road for work related to the Espola Road Safety Improvement Project. Lane closure on Poway Road westbound between Community Road and Bowron Road for work related to the Poway Valley Center Preschool project. Lane closures for Footman Lane and Court, Coachman Court, Pedriza Road and Country Squire Drive all directions for work related to the SDG&E line upgrade. Lane closure on Garden Road, Fairburn Street, Floral Ave, Aldrin Ave, and Bowdoin Drive for work related to the SDG&E gas line upgrade. Lane closure on Stowe Drive both directions and Parkway Center Drive both directions for work related to the Stowe Properties intersection re-configuration work. CITY OF POWAY MEMORANDUM TO: Tina White, City Manager FROM: Donna Goldsmith, Director of Finance DATE: August 29, 2018 SUBJECT: Finance Department Director’s Notes Finance • Munis Implementation Coordinators will be onsite regularly over the next several months with Finance and HR Staff as we work toward roll out of Payroll in January 2019. General Services Bids: Bid Number Project Title Bid Opening Engineer's Estimate Current Project Balance Awarded Bid Awarded To City Council Award Date BID-19-001 Buehler Reservoir Rehabilitation Project 9/17/18 @ 4:00 p.m. (Council Chambers) $700,000 $947,660 TBD TBD 10/16/18 BID-19-002 Community Park Electrical Upgrades 8/22/18 @ 4:00 p.m. (Council Chambers) $90,000 $152,312 TBD TBD 9/18/18 BID 19-006 Twin Peaks Road Speed Feedback Signs 8/28/18 @ 4:00 p.m. (Council Chambers) $30,000 $35,000 TBD TBD 9/18/18 BID 19-007 2018-2019 CMP Annual Repair 9/4/18 @ 4:00 p.m. (Council Chambers) $320,000 $356,054 TBD TBD 10/2/18 BID-19-008 FY 17/18 ADA Barrier Removal – Lake Poway Pathways 9/18/18 @ 4 p.m. (Main Conference Room 2060) $85,000 $94,122 TBD TBD 10/2/18 Service Proposals: RFP Number Project Title Submittal Deadline Engineer's Estimate Budget Awarded To City Council Award Date RFP-18-022 Lake Poway Concession Services 7/10/18 N/A N/A R & B Pinto Properties, LLC 9/18/18 RFP-19-002 As-Needed Real Estate & Financial Consultant Services 7/30/18 N/A $10,000/year Keyser Marston and RSG, Inc. TBD RFP-19-003 Buehler Reservoir Rehabilitation Project Coating, Painting and Cathodic Protection Inspection TBD $45,000 $947,660 TBD TBD CITY OF POWAY MEMORANDUM TO: Tina White, City Manager FROM: Jodene Dunphy, Director of Human Resources & Risk Management DATE: August 29, 2018 SUBJECT: Human Resources & Risk Management Department Director’s Notes HUMAN RESOURCES Open Recruitments No. Dept. Title Type Opened Closes 1 CS Box Office Attendant Part-Time Temporary 1/17/17 Continuous 2 CS Front of House Assistant Part-Time Temporary 5/1 Continuous 3 CS Lifeguard Part-Time Temporary 3/19 Continuous 4 CS Recreation Leader I Part-Time Temporary 4/23 Continuous 5 DSD City Engineer Full-Time Regular 8/23 Continuous Recruitments In Progress No. Dept. Title Type Opened Closed 1 CS Recreation Coordinator Full-Time Regular 7/20 8/12 2 DSD Senior Planner Full-Time Regular 6/7 7/6 3 PW Senior Utility System Mechanic (Closed/Promotional) Full-Time Regular 7/16 7/23 4 PW Water Utilities Crew Leader (Closed/Promotional) Full-Time Regular 8/20 8/27 RISK MANAGEMENT Contractual Risk Transfer Training Workshops Wednesday, September 5, 2018 8:30-9:45 – Insurance 101 10:00-11:30 – Contractual Risk Transfer Risk Management is partnering with Alex Mellor of the California Joint Powers Insurance Authority (JPIA) to host this training. City staff responsible for preparing and maintaining contracts will attend. CITY OF POWAY MEMORANDUM TO: Tina White, City Manager FROM: Michael Obermiller, P.E., Director of Public Works DATE: August 29, 2018 SUBJECT: Public Works Department Bi-Weekly Report (August 13, 2018 – August 26, 2018) Work/Description Units Location/Description OPERATIONS Street Maintenance Asphalt Repairs 1 2 200 sq. ft. scheduled paving in Zone 1 520 sq. ft. unscheduled paving due to small sink hole and water utility trench repair Debris Removal 4 Debris pick-ups at various locations Concrete Repairs 1 2 Scheduled sidewalk repair in Zone 1 (50 sq. ft.) Unscheduled sidewalk repairs (65 sq. ft.) Sidewalk inspections in Zone 2 Signs Vegetation 4 1 Sidewalk clearances – various locations Emergency response for fallen tree Graffiti 1 Graffiti abatement from electrical box Special Events 1 Deliver information signs for Parade (12 labor hours) Miscellaneous 2 2 Placed “No Park” signs and assisted street sweeper with cleaning of two areas which are heavily parked on scheduled sweeping days. Trainings: JPIA Big 5 and operating new Vactor Guardrail (ln. ft.) 1 12’ concrete guardrail fence repair Stormwater & Flood Control Complete Annual Concrete Channel Cleaning Program 4 Bounty Way, Espola Road, Francine Terrace and Oak Knoll Road Respond to illegal dumping 1 Pomerado Road Vegetation Management 1 Hilleary Park and Rattle Snake Creek Training GapVax and JPIA “Big Five”, ERT 3 Fleet, Crew lounge and at Meadowbrook Lane Miscellaneous cleaning jobs, service awards, Call-ins 6 Throughout Poway Public Works Department Report /August 29, 2018 / Page 2 Work/Description Units Location/Description Vehicle & Equipment Maintenance Regulatory Inspections - Work Orders 22 Scheduled / Unscheduled 14/8 Facilities Maintenance Electrical & Lighting 5 Neal Electric replaced a main breaker to the circulation pump at the pool and tested switch gear at the Library. Replaced light bulbs at Lake Poway ballfield restroom, repaired lighting in City Hall women’s restroom, replaced an outlet cover in the Great Room and replaced lights in City Hall’s stairwell. Plumbing/HVAC 14 Stopped a toilet in Fleet from continually running. Repaired a drinking fountain at Lake Poway ballfield and at Aubrey Park, a flush handle at the Senior Center, a leaky urinal at City Hall, a leaky water heater in Fleet Maintenance. Worked on AH-3 and VAV 2-47 at City Hall, a fan on the AC unit at Old Poway Park Great Room. Cleaned out a drain in Fire Station 3. Trained RJ on the AC system at Aubrey Park. Researched and replaced the ice maker at Fire Station 1, flushed out all floor drains in Fire Station 3 apparatus bays and checked out drain at Fleet Maintenance. Miscellaneous 13 Finished Citywide change out of batteries on all automatic flushers. Attended JPIA “Big 5” training. Repaired the oven at Fire Station 1 and cleaned behind it. Hung pictures of new City Councilmember, repaired a loose toilet paper dispenser at Fire Station 1, calculated square footage of bathroom tiles for Fire Station 2. Checked out holes in windows at Poway Center for the Performing Arts and got a quote for replacement. New locks were keyed for Fire Station 3, repaired Coast Guard Marching song button at Veterans Park, removed “Summer in the Park” banner from the Auditorium, repaired the gate at the fire training tower, assisted with a gate repair at Fleet Maintenance and cleaned up vandalism behind City Hall. Work Orders Completed / In Progress 31/1 Work Orders Scheduled / Unscheduled 23/9 Parks, Trails & Landscape Maintenance City Owned Properties - Performed weed abatement and mowed three large properties at Community Road and Sycamore Avenue. Public Works Department Report /August 29, 2018 / Page 3 Work/Description Units Location/Description Community Park - Removed graffiti from the southwest corner of the park and repainted the group BBQ. Assisted the tree contractor with trimming most of the trees at Dog Park; continued addressing irrigation issues adjacent to the Pool CIP Project. Aubrey Park Completed repairs to a 2” irrigation mainline break. Old Poway Park Supported and cleaned up after the Volunteer Appreciation Event. Met with the Garden Club to discuss potential irrigation modifications. Garden Road Park - Replaced a 2” irrigation valve and made an irrigation water line repair. Lake Poway Park - Took down the 20’x20’ canopy used by the summer camp and returned it to Community Park. Relocated city vehicles to accommodate the parking lot striping. Performed several drip irrigation repairs in the medians and repaired an irrigation lateral line break. Regraded the ballfield warning track, filled in the low areas, removed the small weeds and grass, fertilized the turf, removed a large fallen tree limb and low hanging branch. Trimmed the shrubs along the Water Treatment fence-line and entry way. Hauled five truck-loads of mulch from Lake Poway to Mini Arbolitos Park. Silverset Park - Allowed the tree contractor access to the southern portion of the park; 12 eucalyptus trees were side- trimmed. Replaced several faulty irrigation heads along the walking path. Sycamore Creek Park - Performed multiple irrigation repairs caused by root-intrusion; fertilized the turf and adjusted the irrigation heads at East and West Parks. Valle Verde Park - Trimmed shrubs along the front of the park and along the walking path to the pocket park. Removed low hanging tree branches in the pocket park. Miscellaneous Trails - Replaced six fence rails along the Old Coach Trail and four rails along the Twin Peaks Trail near Camino Del Norte. Removed damaged trail fencing along Scripps Poway Parkway. Miscellaneous Parks - Staff attended a one-half day safety training on Tuesday. Contract Inspections 28 LMD contract, bus stop, painting projects, general maintenance projects and janitorial inspections. Customer Inquiries 28 Streetlight Issues 34 Completed light check. Traffic Signal / Emergency 7 USA Mark-Outs 17 Public Works Department Report /August 29, 2018 / Page 4 Work/Description Units Location/Description Service Requests Work Orders 7 Completed all 18/19 PO’s for LMD areas. Trimmed Boca Raton Reservoir, met with owner of Ciros Landscaping, performed dead tree inspection in the business park, removed fallen tree branch on Camino Del Norte and cleaned the brow ditch on Ted Williams. Removed a falling light pole at Valle Verde Park and assisted Siemens get light poles for knockdown replacements out of the yard. Emergency Response Emergency Response Call-outs UTILITIES Water Distribution System Operations Mark-Outs 75 Distribution Maintenance 172 Assets Inspected – fire hydrants, valves and air releases. Water System Shutdown 1 Post indicator valve shutdown/repair Locate and Raise lids 5 Vali Hai Road, Eastvale Road and Pomerado Road Service Replacement 1 Valle Verde Terrace Customer Service Repairs: Leaks, Automated Metering System updates, non-operative 3 Fire hydrant High Valley; Automated Metering System Savage Way, Boulder Mountain and Holland Avenue Annual Test Reports 115 Backflows Tested 3 Water Treatment Plant and Utility Systems Operations Lake Poway Rainfall (inches) 0 Lake Poway and Poway Dam (elevation feet) 930.1 Water Treatment Plant (Average flow million gallons per day) 11.42 Installed new weather station. CITY OF POWAY MEMORANDUM TO: Tina White, City Manager FROM: Mark A. Sanchez, Director of Safety Services DATE: August 29, 2018 SUBJECT: Safety Services Management Staff Notes _____________________________________________________________________ FIRE DEPARTMENT Incidents Between Monday, August 13, and Sunday, August 26, Poway fire and paramedic crews responded to 221 incidents of which 151 were medical aids. TRAINING Training Hours Between Monday, August 13, and Sunday, August 26, personnel completed 881 hours of training and activities. Topics included 515 hours of hazardous materials training, 253 hours of company training, and 47 hours of driver/operator training. DISASTER PREPAREDNESS Activities – Susy Turnbull Date Activity August 14 Meeting with Ham Radio group to discuss November field exercise August 14 Meeting with college student to discuss Poway’s role in Emergency Planning and Preparedness August 16 Attended Unified Disaster Council Meeting August 17 Meeting with Finance Department to discuss Continuity of Operations Plan August 18 Taught Shelter Operations training for community members – 30 in attendance August 21 Participated in Disaster Housing Recovery planning meeting August 21 Meeting with Finance Department to discuss Continuity of Operations Plan August 22 Audit of Urban Area Security Initiative (UASI) Grant Funding for FY ’15 spending SSD Management Staff Notes Page 2 SSD Management Staff Notes Page 3 SSD Management Staff Notes Page 4 SSD Management Staff Notes Page 5